Clerks - Saint Paul Public Schools

Decemeber 2, 2024

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

Campus Support and Service Tickets

Schools can find their Campus Support Contact here. Please reach out if you have general questions or concerns.

If you need specific assistance or support using Infinite Campus, please submit a service ticket. By submitting a service ticket, you are ensuring that your Campus issues are prioritized, tracked, and documented.

Printing Sub Rosters with Nicknames

Printing Rosters For Guest Teachers

Campus Updates

In November we updated our Campus version, and the new Requests & Rosters tool replaced the following rostering tools: Roster Setup, Roster Batch Edit, Roster Copy, Request Wizard and Manual Roster Builder. To learn more about Requests and Rosters, click here. Staff with scheduling access can view the tool and will need to attend a future training to receive full access.

Please review the training dates below for learning how to use Requests and Rosters. If you need assistance with bulk changes to rosters before the training dates, submit a service ticket. Schools should continue to use the walk-in scheduler tool for modifying individual student schedules.

Requests and Rosters

SAVE THE DATE: Requests and Rosters trainings:

Elementary Clerks and Principals (Outlook invitation coming soon)

School names starting with letters A-G: March 6 and March 20, 2025 + Drop-in sessions
School names starting with letters H-Z: April 10 and April 24, 2025 + Drop-in sessions

Please attend the designated dates for your school. Your presence is important!

Training videos for requests and rosters are live on the SPPS website.

You can also find it by going to spps.org> Departments > Infinite Campus > select Clerks on the menu on the right > *New* Requests and Rosters Tool.

Again, if you need assistance in rostering before the training dates, submit a service ticket for help using the Requests and Rosters tool.

Back to School Forms Paper Copies

Paper copies are now available!

https://www.spps.org/about/departments/infinite-campus/campus-staff-support/clerks and should only be used as a last resort.

Please stress to families that they can and should complete the Back to School Forms online as it is the more efficient and environmentally friendly way to gather data from families. The website that families are directed to is spps.org/onestop, and this website contains information and flyers to help families complete iUpdate.

The link for a parent/guardian to reset their password on their own is here.
Clerks can access the Guardian Password Reset Tool in Campus (see screenshot attached). To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save.

Reminder!: There are several Back to School Forms reports in the G_Lead Clerk - Reg School Year group. If you need assistance running any ad hoc or need one built, please submit a service desk ticket.

Online Back to School Forms close on December 13, 2024. This means that a paper copy (information above) will need to be filled out instead.

Thank You!

The Campus Team

November 09, 2024

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

We’ve updated our list of school contacts for Campus Support. Please review Column I on this List of Schools and Clerks.

Campus Support and Service Tickets

Schools can find their Campus Support Contact here. Please reach out if you have general questions or concerns.

If you need specific assistance or support using Infinite Campus, please submit a service ticket. By submitting a service ticket, you are ensuring that your Campus issues are prioritized, tracked, and documented.

Campus Updates

Starting November 11, we are updating our Campus version, and the new Requests & Rosters tool will replace the following rostering tools: Roster Setup, Roster Batch Edit, Roster Copy, Request Wizard and Manual Roster Builder. To learn more about Requests and Rosters, click here.

Please review the training dates below for learning how to use Requests and Rosters. If you need assistance in rostering before the training dates, submit a service ticket for help using the Requests and Rosters tool.

Requests and Rosters

SAVE THE DATE: Requests and Rosters trainings:

Elementary Clerks and Principals (Outlook invitation coming soon)

School names starting with letters A-G: March 6 and March 20, 2025 + Drop-in sessions
School names starting with letters H-Z: April 10 and April 24, 2025 + Drop-in sessions

Please attend the designated dates for your school. Your presence is important!

Training videos for requests and rosters are live on the SPPS website.

You can also find it by going to spps.org> Departments > Infinite Campus > select Clerks on the menu on the right > *New* Requests and Rosters Tool.

Again, if you need assistance in rostering before the training dates, submit a service ticket for help using the Requests and Rosters tool.

Secondary Grading Window Open

Posting of quarter 1 final grades in Campus is open. All secondary educators must post final grades in Campus by 8:00pm on Wednesday, Nov 13. Final grades in Schoology should match the official posted grade and academic record in Campus (teachers should double check that Campus shows the correct grade). Posting Grades Tutorial

Back to School Forms Paper Copies

Please stress to families that they can and should complete the Back to School Forms online as it is the more efficient and environmentally friendly way to gather data from families.

Paper copies will be available November 14th and should only be used as a last resort. Online access will end on Friday, December 13th.

The website that families are directed to is spps.org/families, and this website contains information and flyers to help families complete Back to School Forms.
The link for a parent/guardian to reset their password on their own is here.
Clerks can access the Guardian Password Reset Tool through Campus. To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save.

Reminder!: There are several Back to School Forms reports in the G_Lead Clerk - Reg School Year group. If you need assistance running any ad hoc or need one built, please submit a service desk ticket.

XPK Grade Level Added to Sites with VPK

Sites: 424 Ben Mays, 433 Dayton's, 442 East African, 449 Bruce Vento, 452 Eastern Hts, 458 Farnsworth Lower, 460 Four Seasons, 464 Frost Lake, 466 Crossroads Sci, 488 The Heights, 489 Hazel Park, 496 Highwood, 524 Maxfield, 527 Miss, 558 St Paul Music, 579 Am Ind

This grade level is for MARSS use only, do not enroll students in this grade level.

Secondary: Dropped Students - Remove scheduled courses in future quarters

Students with an enrollment end-date should not have courses scheduled in future quarters, unless a section is scheduled over current and future quarters. Removing future scheduled courses prevents final grades from being posted for students who withdrew before the term started. Please review inactive students at your school to make sure their schedule is empty for future terms.

Example:

Example: Section is scheduled over current and future quarters are removed automatically from future term.

Change to Campus Login Process: Single Sign-on system

The announcement below was sent by SPPS communications prior to MEA to all staff and families regarding a change to Campus login. Additionally, instructions are available on the Campus Parent Information webpage.

Everyone: Over MEA break, Campus will be updated for added security measures. The login process will look slightly different as a result of the update. Parents, staff and students will log into Campus using Single Sign-On authentication to enhance security for SPPS data and information.

STAFF: Staff should continue to log in as normal using their Active Directory username (eXXXXXX) and password. For assistance with your username and password, submit a Technology Service ticket here. For tutorials and support with your staff Campus account, click here.

FAMILIES: In the Campus Parent mobile app, users will see an “SPPS Login” button that will allow them to log in using Single Sign-On. Parents and guardians should continue to log in using their current Campus username (gXXXXXX) and password.

To log into your Campus Parent account, visit spps.org/families. Please contact your student’s school if you need assistance with your Campus username or password. For tutorials and support on how to use Campus, click here.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

October 16, 2024

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

We’ve updated our list of school contacts for Campus Support. Please review Column I on this List of Schools and Clerks.

Report Cards Updates

PreK: Grading Window is open until 10/28.
K-5:
- Elementary standards grading is now open. Administrators and Educators should review the guidance from the Office of Teaching and Learning.
- Create bulk Report Cards using Grades and Standards-->Report Cards
- Digital Citizenship grading is now open. This year, teachers can enter digital citizenship scores in whatever term it was completed in. Once scores are entered, it will show for the entire year.
6-12:Secondary Grading Calendar - Reminder: Continue to identify and contact teachers with missing in-progress grades by running the Progress Grade Distribution Report. Missing in-progress grades means a teacher has yet to successfully sync their schoology gradebooks to Infinite Campus. The sync process allows in-progress grades to be used across many Campus tools used by various staff groups, including:
- Teachers: Advisor Tool, Missing Assignment Messenger, and Grades Messenger
- Support Staff: Campus Early Warning Tools, Grad Progress warning displays, and many report options for grades and assignments.

Change to Campus Login Process: Single Sign-on system

The following announcements are being sent by SPPS communications to all staff and families regarding a change to Campus login:

Everyone: Over MEA break, Campus will be updated for added security measures. The login process will look slightly different as a result of the update. Parents, staff and students will log into Campus using Single Sign-On authentication to enhance security for SPPS data and information.

STAFF: Staff should continue to log in as normal using their Active Directory username (eXXXXXX) and password. For assistance with your username and password, submit a Technology Service ticket here. For tutorials and support with your staff Campus account, click here.

FAMILIES: In the Campus Parent mobile app, users will see an “SPPS Login” button that will allow them to log in using Single Sign-On. Parents and guardians should continue to log in using their current Campus username (gXXXXXX) and password.

To log into your Campus Parent account, visit spps.org/families. Please contact your student’s school if you need assistance with your Campus username or password. For tutorials and support on how to use Campus, click here.

Secondary: Dropped Students - Remove scheduled courses in future quarters

Students with an enrollment end-date should not have courses scheduled in future quarters, unless a section is scheduled over current and future quarters. Removing future scheduled courses prevents final grades from being posted for students who withdrew before the term started. Please review inactive students at your school to make sure their schedule is empty for future terms.

Example: Section is scheduled over current and future quarters are removed automatically from future term.

Missing Student Report

The 2024-2025 Missing Student Report has closed for the school year. If you need a student’s primary enrollment removed, please email marss@spps.org.

Students who do not show up on their start date can remain active for 3 days. If they show up on day 2 or 3 and there was no excused absence (illness, funeral, etc) then the clerk should adjust the start date on their enrollment AND schedule to reflect the first day they attended school. Adjusting the start date on both the enrollment and schedule ensures accurate membership and attendance records.

REMINDERS:

Clerk Playbook:

The Campus team has been working on a document that will be a one stop shop for all things Campus. This document has links to slideshows and other documents that are helpful for clerks. Document link here: SPPS Clerk Playbook/Onboarding

As we take updates to Campus and tools change, the Campus team will update these trainings as needed. If you don’t see something on this document that you think would be helpful to other staff, please let us know!

Back to School Forms Paper Copies

Please stress to families that they can and should complete the Back to School Forms online as it is the more efficient and environmentally friendly way to gather data from families. Schools should consider upcoming opportunities to support families. For example, have a “Back to School” table at Parent/Teacher Conferences. Paper copies will be available November 9th and should only be used as a last resort. Online access will end on Friday, December 13th.

The website that families are directed to is spps.org/onestop, and this website contains information and flyers to help families complete iUpdate.
The link for a parent/guardian to reset their password on their own is here.
Clerks can access the Guardian Password Reset Tool in Campus (see screenshot attached). To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save.

Reminder!: There are several Back to School Forms reports in the G_Lead Clerk - Reg School Year group. If you need assistance running any ad hoc or need one built, please submit a service desk ticket.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

September 23, 2024

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

Clerk Playbook:

The Campus team has been working on a document that will be a one stop shop for all things Campus. This document has links to slideshows and other documents that are helpful for clerks. Document link here: SPPS Clerk Playbook/Onboarding

As we take updates to Campus and tools change, the Campus team will update these trainings as needed. If you don’t see something on this document that you think would be helpful to other staff, please let us know!

Back to School Forms Paper Copies

Please stress to families that they can and should complete the Back to School Forms online as it is the more efficient and environmentally friendly way to gather data from families. Schools should consider upcoming opportunities to support families. For example, have a “Back to School” table at Parent/Teacher Conferences. Paper copies will be available November 9th and should only be used as a last resort. Online access will end on Friday, December 13th.

The website that families are directed to is spps.org/onestop, and this website contains information and flyers to help families complete iUpdate.
The link for a parent/guardian to reset their password on their own is here.
Clerks can access the Guardian Password Reset Tool in Campus (see screenshot attached). To use this tool, login with your active directory credentials, and search either for the parent or the student. Type the new password into the password field and hit save.

Report Cards

PreK: Grading Window is open until 10/28.
K-5:
- Digital Citizenship grading is now open. This year, teachers are able to enter digital citizenship scores in whatever term it was completed in. Once scores are entered, it will show for the entire year.
- We are working with the Office of Teaching and Learning to update K-5 elementary standards to allow for a Standards-Based Report card to be used. We are in the final stages of this update and plan to open the grading window no later than October 14th. More information to come soon.
6-12: Secondary Grading Calendar - The window for Quarter 1 mid-quarter opens Wednesday, October 3 for teachers. Administrators should contact teachers with missing in-progress grades by running the Progress Grade Distribution Report. When teachers have missing in-progress grades, it means they have yet to successfully sync their schoology gradebooks to Infinite Campus.

Rostering Tools Changes

As many of you know, Infinite Campus is working on updating rostering and scheduling tools. Several tools (Roster Setup, Roster Batch Edit, Roster Copy, and Request Wizard) are being deprecated by Infinite Campus and replaced with a single tool called “Requests and Rosters”. Schools can continue to use the older tools at this time. The Campus Support team will provide several training opportunities on the new “Requests and Rosters” throughout the year. More information to come.

Transportation Changes

Transportation changes/updates in Back to School Forms are turned off. For changes, parents will need to call school. This prevents odd situations if we don’t process applications right away.

Important Schoology Reminders for Secondary Educators [Shared in the Bridge]

Please reshare this message to help us ensure secondary staff can receive important and timely updates about Schoology.

August 29, 2024

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

NEW! Clerk Playbook:

The Campus team has been working on a document that will be a one stop shop for all things Campus. This document has links to slideshows and other documents that are helpful for clerks. Document link here: SPPS Clerk Playbook/Onboarding

As we take updates to Campus and tools change, the Campus team will update these trainings as needed. If you don’t see something on this document that you think would be helpful to other staff, please let us know!

Parent Login Info Email

Campus is now sending out an email to all new parents/guardians when a new account is created. It includes the username and information on how to set a password for their parent portal, along with information about Infinite Campus and Schoology login.

Back to School Forms Reminders:

With staff now back in the school buildings, Families should contact their school for Back to School Forms support. The Family Support Line will turn those calls back to the schools. Families should complete the Back to School Forms to update contact information and address information. If a family has already completed their Back to School forms, School Clerks can update contact information, households, and addresses. Please review this troubleshooting guide.

Back to School Forms Paper Copies:

Back to School Forms paper copies will not be available until the beginning of October. If you have blank paper copies from previous years, do not use those. Please recycle any old blank paper iUpdate copies you have. More information will come at a later date regarding paper copies. Encourage your families to complete the online version of the Back to School Forms!!

Campus Access Requests:

Substitute Accounts and Technology: All school clerks and administrators receive daily “sub credentials” that can be used for substitute access to Schoology, Campus and other tools. For more information about this process, visit the Campus website here.

NEW All schools are able to obtain two ‘substitute iPads’ to support access to digital tools. School clerks/office staff should put in a Service Ticket and a Field Tech will set up the devices and check them out in Destiny to the office staff member. iPads should be kept securely in the front office when not in use.

New to SPPS Staff: Do not submit a service ticket, the Campus team is notified of new hires once they have an Active Directory account. School clerks can help by forwarding this identity form to new staff once the individual has an SPPS email.

Staff Changing Schools or Positions: Clerk and School Administrators should submit service tickets when school staff change positions with the staff name(s), employee ID #s, and new position title. If you need to add or remove access for several staff please make the request in one ticket. If there’s more than 5 people, attach a spreadsheet with the information.

Please do not submit multiple tickets for the same request.

Teachers on Call: School Administrators should connect with Debbie Hoople, dhoople-toc@spps.org. Debbie Hoople is responsible for requesting access for all TOC staff. School clerks and administrators do not need to submit additional tickets for TOC staff access.

Substitute Principal Access: If you have a substitute principal in your building, please enter a service ticket ASAP so we can grant them access to your building.

Missing Student Report Directions - Missing Student Report Directions

From MARSS

-Enrollments: students who do not attend even one day must be removed by using the missing student report on the 3rd day. As soon as you know a student is not coming, use the missing student report right away to mark them as No Show.

-*Grade PK, KG and Early Ed Students start on Thursday 9/5, so staff should no show anyone who doesn't show up by 9/9. Again, please no show students as soon as you know students are not coming.

-Students who attend one day or more, and then stop coming, the clerk may carry them for 15 absences and then drop them with end-code 14 "15 day drop".

-Students who are excused the first few days of school for illness do not need to have their start-date adjusted. If a parent calls in a student sick, mark the absence as "ill excused" and continue to carry the child. If they do not show up, you can end-date them after the illnesses. However MARSS staff will adjust the enrollments as necessary once we figure out if the child was actually attending somewhere else.

-Students who do not show up on the first day of school can remain active for 3 days. If they show up on day 2 or 3 and there was no excused absence (illness, funeral, etc) then the clerk should adjust their start date to reflect the first day they attended school.

More information: MARSS/Attendance FAQ

Elementary Rostering: Required courses for Elementary/PK/EE rostering

NEW - Elementary Scheduling for Students receiving Specialized Services:

All students receiving specialized services, including ASD/DCD students need to be rostered in a homeroom section with a general education teacher AND all other content area courses.

Only ASD/DCD teachers should be added as a co-teacher to the Homeroom section for attendance.
General education teachers may add special education teachers to their Seesaw classes. Special education teachers should not be added to sections as a teacher in Campus.
All special education teachers need to work with the Gen Ed teacher to submit grades in Campus for content area courses.
The IEP Case Manager and ASD/DCD courses can still be used but students must be rostered in the general education homeroom.

Additional Elementary Scheduling Reminders

Split classes need to have the section numbers start with 9 so we know they are split grade levels in the course. The Elementary course (homeroom) should have both grade levels of students in ONE section NOT split by grades. Then you will use that same section number if all other courses. Example: Math 4 would have a section number 945 and Math 5 would have a section number 945. With each course having the correct grade level students in each course.
*IMPORTANT* Section numbers should be the same across all courses.
If you have courses that are active for your school in Campus, but will not be using them for 24-25, please remove the sections and uncheck the “Active” button that is on the course page. This will move the course to the bottom of the course list and now be in red. We only want courses that schools are actually using to be active!
It is important that students be rostered correctly in all content and specialist courses: English Language Arts, Mathematics, Social Studies, Science, Arts, Phy. Ed., Health and other courses. This data is needed for Seesaw courses as well as MDE data reports. Please review this document for further informaton. Required courses for Elementary/PK/EE rostering

Early Ed Calendars:

You will notice that nearly all of the Early Ed sites have been closed. Now those students will be reported at their regular elementary school instead of a stand-alone number. The classrooms for high-needs Early Ed sites have remained in the same locations, with three new classrooms added for FY25. If you use Infinite Campus, you can now find these schools number the regular school calendar with a structure/schedule name EE followed by the site name. The EE schedule indicates this is a stand-alone classroom.

Early Ed Classrooms 24/25:

American Indian (new Early Ed site in FY25) now school 579
Battle Creek (formerly #698) now school 422
Benjamin Mays (formerly #685) now school 424
Bruce Vento (formerly #646) now 449 (temporarily closed during construction)
Como (formerly #686) now school 431
Dayton's Bluff (formerly #697) now school 433
Four Seasons (formerly #688) now school 460
Frost Lake (formerly #693) now school 464
Global Arts Plus (formerly #680) now school 510
Hazel Park (new Early Ed site FY25) now school 489
The Heights (formerly #689) now school 488
Highland (formerly #657) now school 491
Highwood (formerly #676) now school 496
Txuj Ci Hmong (new Early Ed site FY25) now school 541

There were also 8 new schools that were added to VPK pre-k reporting for FY25, making the total 16 sites.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team